ECMWF as the entrusted entity for the delivery of Copernicus Atmosphere Monitoring Service (CAMS) and Copernicus Climate Change Service (C3S) is launching an Invitation to Tender (ITT) for the provision of ‘Copernicus Communications Services’.
The focus of the ITT is on the provision of communications services in order to assist and reinforce regular ECMWF Copernicus Department communication and outreach activities for both Copernicus Climate Change Service and Atmosphere Monitoring Service.
The successful bidders shall develop and deliver communications activities for a wide range of target audiences including policy-makers, the scientific community, media and general public.
The framework agreement(s) is expected to run until 31.12.2020.
The ITT will have 3 Lots:
— Lot 1: Events activities,
— Lot 2: Press activities,
— Lot 3: Public Outreach activities.
Tenderers may bid for 1 or more lots.

II.1.6)Common procurement vocabulary (CPV)

79000000, 79416000, 79416100, 79416200, 92400000, 79952000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

Based on the ECMWF Copernicus department annual events plan, the successful bidder for Lot 1 shall organize major events, such as workshops, conferences, media events and public outreach road-shows from.
Start to end on behalf of the ECMWF as well as to coordinate attendance to large internal and external events.
Activities will include but are not limited to, management of event logistics (including the procurement of all support activities included in the scope of costs), on-site and/or remote event support, and cross-media events communication.
For Lot 1, the award basis is the most economically advantageous tender in terms of the below criteria:
— tenderer’s financial and legal organization: 5%,
— prices and rates: 25%,
— track record and project examples: 20%,
— events methodology and creative solutions: 30%,
— management and implementation: 20%.

The successful bidder for Lot 2 shall develop and deliver a wide range of press activities for ECMWF Copernicus department including but not limited to identifying media engagement opportunities; writing, translation and international dissemination of press releases; media database management; executing media monitoring across the platforms and providing support for the organization of media engagement events in the Lot 1.
For Lot 2, the award basis is the most economically advantageous tender in terms of the below criteria:
— tenderer’s financial and legal organization: 5%,
— prices and rates: 25%,
— track record and project examples: 20%,
— creative solutions and methodology employed: 30%,
— quality of resources to be deployed: 10%,
— management & implementation: 10%.

The successful bidder for Lot 3 shall develop and execute a wide range of ECMWF Copernicus department public outreach activities. Those activities include but are not limited to developing written and multimedia content for CAMS and C3S websites; developing design and content for printed publication; executing social media activities and providing support for the organization of public outreach events such as pan-European roadshows in Copernicus member states in the Lot 1.
For Lot 3, the award basis is the most economically advantageous tender in terms of the below criteria:
— tenderer’s financial and legal organization: 5%,
— prices and rates: 25%,
— track record and project examples: 20%,
— creative solutions and methodology employed: 30%,
— quality of resources to be deployed: 10%,
— management & implementation: 10%.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

ECMWF will only enter into a contract with a single legal person/entity. Due to the need to include performance and compliance obligations in the contract, ECMWF will contract only with a single legal person or entity which is competent to undertake and commit to these obligations.
ECMWF recognizes that some bids will involve a number of organizations which may wish to work together to deliver the contract requirements. In such cases, these organizations must identify a lead contractor who will sign the contract with ECMWF and who will be responsible for putting in place legal arrangements to ensure that it can guarantee that all other organizations will also meet the contract obligations.
ECMWF will not enter into multiple contracts with individual members of consortia or groups of service providers.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See Volume V (Framework Agreement) and Volume II (Specification) of the ITT documents.

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Tenders will not be eligible unless they are submitted by persons or entities based or registered in a member state of the EU or in the Member State of ECMWF.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers must complete the online questionnaire in ECMWF’s eProcurement Portal.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Tenderers must complete the online questionnaire in ECMWF’s eProcurement Portal.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

The procurement for the contract will be conducted in accordance with ECMWF’s procedures as set out in ECMWF’s Invitation to Tender documents, which will be available on ECMWF’s Procurement e-Tender Portal and no other procedures will apply.
In submitting this notice ECMWF does not waive the privileges and immunities granted to it by virtue of its status as an Intergovernmental Organisation or submit itself to any jurisdiction.
Tenders must be submitted using ECMWF’s eProcurement Portal as described in Volume I (Instructions and Conditions) of the ITT documents. Hard copy (paper) submissions will not be accepted.